Employee onboarding
Once the offer letter is signed, create the contract and onboard the new hire into your company's EOR account. New employees will complete the EOR onboarding process and sign the employment agreement prior to the start date. It takes a minimum of one week to onboard most new hires. Confirm timing with the EOR before committing to a start date with the candidate.
Background Checks are done by the EOR after all documents have been uploaded with the exception of new hires of Germany, France, Israel, and Ireland. They will will go through a separate background check provider.
Onboarding non-invoicing contractors
Contractors onboarded through the EOR platform (as non-invoicing contractors) will first complete the COR (Contractor of Record) contracting agreement via the vendor platform.
Founders must then provide the non-US contractor with a separate PIIA (Proprietary Information and Inventions Assignment) to be signed and stored in the contractor’s HR folder. This PIIA is sent to contractors via the company ATS platform used for hiring. See instructions.
This standalone PIIA offers critical protections beyond the standard language included in EOR agreements and represents an important element of proper diligence for future investors.
Employee equipment purchases
All work should be performed on a company-issued laptop or computer equipment. Companies should provide necessary equipment to their team members. Companies should establish their own equipment purchase policies and price range guidelines including considerations for job functions.
Generally, employees or their managers can purchase the equipment on their corporate credit card or follow the company’s typical expense reimbursement processes. Contractors should provide their own equipment.
Laptop recommendations
Apple Macbooks are the standard laptop for most employees.
Macbook 14-inch, 512 GB for non-engineering roles
Macbook 16-inch, 1TB for engineering roles
There are some cases that Macbooks might not be the right fit for the company or new hire. In these cases, please purchase the company preferred laptop from the brand that best fits the needs of the company.
Purchasing laptops for employees
When possible, purchase equipment for new hires before their start date to ensure they are fully equipped on day one. The equipment can be expensed prior to their start date.
Confirm the delivery address with the new hire .
Use the company expense account credit card to make the purchase on the respective Apple website of the delivery country.
Employee reimbursement for laptop purchase
Where there are limitations in local ability to purchase laptops, the new hire should purchase the laptop themselves and be reimbursed through the company’s payroll.
Limitations include:
Foreign credit cards are not accepted by the website
Delivery not available
Leasing equipment to contractors
Use the provided Template Agreement for leasing equipment to contractors.
Best practice provides that contractors should use their own equipment for work. OCV companies are not obligated to provision equipment to contractors. However, the company may, at the discretion of the CTO / CEO, lease a contractor the necessary equipment required to effectively perform their work for $1 USD. This includes laptops and other essential hardware.
In these situations, it may be necessary to advance funds to the contractors to purchase the equipment in their country. The company retains ownership of the equipment when the contractor is no longer working with the company.
Tracking laptops as fixed assets
Laptop purchases are to be tracked by the hiring manager who can modify the fixed asset tracker template and save to the company’s drive for ongoing company equipment tracking.
Systems onboarding
You will onboard new hires to their workspace email, password manager system, internal messaging system (e.g. Slack, GChat, Discord), and any additional systems (e.g. GitHub, Jira, AWS) specific to the company and/or team that the new hiring is joining.
Only company founders (CEO & CTO) should be added to the #ocv-company Slack channel. A separate channel should be created for any additional team members to facilitate communication with their founder(s).
Remote work resources
[Company] is an all-remote company with employees not localized to a single office.For employees new to all-remote work, the following guides may be helpful:
Performance Evaluation
Engineering
Ramp-up time
3-month ramp-up time if unfamiliar with the product.
Expect an additional 3 months if unfamiliar with the language and/or framework.
Performance Indicators
There’s no single ideal metric for measuring engineering performance but measuring merge request, or pull request, (MR/PR) rate is the best metric to start with.
MR Rate
MR Rate measures impact by tracking how many changes an engineer is able to merge into the production code base. Start by setting a baseline of 20 MRs per month per engineer for early-stage companies. Evaluate all engineers against the baseline metric and avoid comparing engineers to each other. Productive engineers will meet the baseline, unproductive engineers will not.
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